One of the most critical and challenging aspects of running a business is collecting due payments. To overcome that challenge, you need to send an invoice email to your client with all the required information.
An invoice email is an email sent to clients with the invoice document and other necessary information. The email also includes other notes to let your client know about the actions you have taken on the delivery of goods or services and the invoice.
Many businesses have problems collecting payments from their clients, resulting in delayed cash inflow and bad debt. According to a study by PYMNTS, 60% of businesses suffer from delayed payment issues. To minimize the same, sending customers the correct invoice email is crucial. But how do you write an invoice email, and what should you include in it? Let’s find out!
So far, we know why sending an invoice email is essential. But do you know what elements you should include in your email so that your client can release the payment without any hassle?
Your client may receive hundreds of emails in a day. So, to make your invoice email get their attention, you need to mention all the important details in the email’s subject line. Mention the invoice number and the due date in the subject line so that your client can classify the email as high priority or urgent.
Attaching the invoice document along with the email is the most important point which should never be missed while sending an invoice email. Instead of pasting the invoice image in the body of the email, attach the same as a PDF document to enable your client to download or print it without any hassle.
Include the invoice number and the due date in the email body as well as in the attached invoice to help your client gather all the required details in one go.
Let your client know which payment methods are available to them to clear their invoice. You can also mention if you have any preferred channels to receive the payments and if any discounts are offered when using certain channels.
Subject: Invoice [invoice number] for [product/service name] due [invoice due date]
Hi [Recipient name],
I hope you are doing well. Please see the attached invoice number [invoice number] for [product/service name], due on [invoice due date]. Don’t hesitate to contact me if you have any questions or concerns.
We understand the anxiety you must go through when you do not get paid on time. Thus, following up on your invoice email is important.
Below, we’ve provided you the template for a past-due invoice email. You can use this template to escalate the issue of non-payment after the invoice due date.
Subject: Overdue Invoice [invoice number] for [product/service name] due [invoice due date]
Hi [Recipient name],
I hope you are doing well. We are yet to receive payment for invoice number [invoice number] for [product/service name], which was due on [invoice due date]. Please let us know when we can expect our payment, and don’t hesitate to contact me if you have any questions or concerns.
According to a study by Atradius, 39% of the invoices are paid late in the United States. This is a big problem, especially for medium-sized companies that suffer a loss of almost $31,000 a year due to late or no invoice payment.
Automation helps to keep track of your invoice due dates and sends reminders to customers to encourage timely payments. Accounts receivable automation solutions prevent unpaid invoices from falling through the cracks even when your team has to juggle multiple tasks.
Following are the benefits of enabling invoice process automation or automatic invoice processing over manual invoice processing:
Late payments affect your business operations and have even led many businesses to shut down. By following receivables management best practices, you can ensure that your business doesn’t face cash crunches.
Sending the correct invoice email to the client mentioning all the required information can improve the entire process considerably. Automating the AR process can also help you get paid on time.
Answer: You just have to attach the invoice document in PDF format along with the email to your client. This helps the prospect get all the necessary information in one place.
Answer: An invoice email is an email that contains the invoice document as an attachment. Your client will receive the email and can verify all the details at their end. After the documents are verified, your client will release the due payment.
Answer: A past-due invoice email is an email which is sent to the client as a follow-up to the previous invoice email. This email is sent when the invoice is past its due-date.
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The HighRadius RadiusOne AR Suite is a complete accounts receivable’s solution designed for mid-sized businesses to put their order-to-cash on auto-pilot with AI-powered solutions. It leverages automation to fast-track key accounts receivable functions including eInvoicing & Collections, Cash Reconciliation, and Credit Risk Management powered by RadiusOne AR Apps to improve productivity, maximize working capital, and enable faster cash conversion. Affordable, quick to deploy, and functionality-rich: it is pre-loaded with industry-specific best-practices and ready-to-plug with popular ERPs such as NetSuite and Sage Intacct. The HighRadius RadiusOne AR Suite is designed to automate labor-intensive processes while streamlining credit and collections activities for faster AR processing, better cash flow and improved profitability.
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